Medical Virtual Assistant (Patient Care & Scheduling Coordinator)

This is a remote position.

Virtual Rockstar is seeking a full-time Medical Virtual Assistant (Patient Care & Scheduling Coordinator) to join our client’s growing outpatient physical therapy organization.

This role is ideal for someone who excels at building relationships, communicating with patients over the phone, and helping people take the next step in their recovery journey. You will serve as an extension of the patient services and sales team, assisting with patient scheduling, inbound and outbound calls, insurance support, appointment coordination, and patient reactivation efforts across multiple clinic locations.

The ideal candidate is empathetic, confident on the phone, highly organized, and capable of creating personalized conversations rather than relying solely on scripts.

About Our Client 

Our client is a multi-location sports medicine and physical therapy organization serving patients throughout the Bay Area.

Their mission is to help people return to the activities they love through exceptional physical therapy and sports medicine services. From post-operative rehabilitation to helping active individuals perform at their best, they are committed to delivering an outstanding patient experience at every stage of care.

Their culture is built around:

• Delivering exceptional patient experiences
  

• Ownership and accountability
  

• Continuous learning and development
  

• Teamwork and collaboration
  

• Doing the right thing, even when it's difficult
  

Responsibilities

Patient Scheduling & Coordination

• Answer incoming patient phone calls
  

• Schedule new patient evaluations and follow-up appointments
  

• Manage appointment confirmations, cancellations, and reschedules
  

• Coordinate patient scheduling across multiple clinic locations
  

• Maintain accurate patient records and appointment information
  

• Send appointment reminders and follow-up communications
  

• Coordinate with front office teams and providers regarding scheduling needs
  

Patient Outreach & Reactivation

• Conduct patient recall and reactivation campaigns
  

• Contact patients who have fallen off their treatment plans and encourage them to return to care
  

• Follow up with prospective patients who have not yet scheduled appointments
  

• Perform outbound outreach to strengthen patient retention
  

• Build rapport with patients through personalized and empathetic conversations
  

• Support patient satisfaction and continuity of care initiatives
  

Insurance & Administrative Support

• Verify patient insurance coverage and benefits
  

• Assist with authorization follow-up
  

• Update patient records with insurance information
  

• Explain insurance benefits to patients when appropriate
  

• Respond to patient inquiries via phone and email
  

• Manage voicemail callbacks and patient communications
  

• Maintain accurate documentation within the EMR and communication systems
  

Patient Experience Support

• Serve as an extension of the patient services team
  

• Help educate patients about available services and treatment options
  

• Assist patients in taking the next step toward scheduling care
  

• Deliver a high-touch, professional experience that reflects the practice's commitment to exceptional service.
  

Software & Tools

• Weave
  

• A2C Clinic Controller
  

• EMR and patient communication platforms
  

Requirements

• Previous experience in medical scheduling, patient coordination, healthcare customer service, or medical administration
  

• Excellent verbal and written English communication skills
  

• Strong phone presence with the ability to build rapport quickly
  

• Experience handling both inbound and outbound patient calls
  

• Comfortable discussing insurance benefits and scheduling options with patients
  

• Strong organizational and multitasking skills
  

• Ability to think critically and adapt conversations based on patient needs
  

• High attention to detail and accuracy
  

• Reliable internet connection and professional remote work environment
  

Non-Negotiables

• Exceptional English communication skills with a clear and professional speaking voice
  

• Ability to personalize conversations and build meaningful relationships with patients
  

• Strong critical-thinking skills and comfort navigating patient situations without relying solely on scripts
  

• Reliability, accountability, and consistent follow-through
  

• Commitment to providing a premium patient experience with every interaction
  

Benefits

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the Globe